Coworking Space Member Emergency Contact Form

Keep Your Coworking Community Safe and Connected

For coworking space operators, having accurate emergency contact information and member preferences isn't just about compliance—it's about building a safe, responsive community where members feel looked after. This Coworking Space Member Emergency Contact Form template helps you gather everything you need to respond quickly in emergencies, manage building access effectively, and personalize each member's workspace experience.

Why Emergency Contacts Matter in Shared Workspaces

Coworking spaces bring together freelancers, remote workers, startups, and established businesses under one roof. With members coming and going at all hours, having up-to-date emergency contact information is essential for:

• Rapid response during medical emergencies or building incidents
• Notifying the right people if a member has an accident or health issue onsite
• Managing after-hours access and security concerns
• Coordinating workspace preferences to improve member satisfaction
• Maintaining accurate records for insurance and liability purposes

This template goes beyond basic contact details to capture building access hours, key card assignments, preferred workspace locations, and any accommodations members might need—creating a comprehensive member profile that supports both safety and service.

What's Included in This Template

This form template is designed specifically for coworking space operators and includes:

Member Information

• Full name and contact details
• Company or business name (for professional members)
• Membership type and plan
• Preferred communication method

Emergency Contact Details

• Primary and secondary emergency contacts
• Relationship to member
• Multiple phone numbers and contact methods
• Medical information and allergies (optional but important)

Building Access & Security

• Access hours and schedule preferences
• Key card or fob number assignment
• Parking permit details
• After-hours access requirements
• Security code information (if applicable)

Workspace Preferences

• Preferred workspace type (hot desk, dedicated desk, private office)
• Floor or zone preferences
• Equipment needs (monitor, standing desk, etc.)
• Noise level preferences
• Accessibility requirements

Additional Information

• Dietary restrictions (for catered events)
• Communication preferences for community updates
• Emergency evacuation assistance needs
• Any special accommodations

Perfect for Modern Coworking Spaces

Whether you're running a boutique coworking space, a large multi-floor facility, or a network of locations, this template adapts to your needs. It's ideal for:

• Coworking space operators managing member safety and building access
• Property managers overseeing shared office environments
• Community managers who need quick access to member preferences and emergency details
• Flexible workspace providers offering hot desks, dedicated desks, and private offices
• Startup incubators and accelerators with member communities

Streamline with Paperform's Smart Features

This form template leverages Paperform's powerful features to make data collection seamless:

• Conditional logic shows or hides fields based on membership type (hot desk members might not need parking details, while private office members do)
• Auto-calculations for access hours and schedule preferences
• File uploads for emergency contact cards, parking permits, or medical documentation
• Custom branding to match your coworking space's visual identity
• Mobile-friendly design so members can complete the form from their phones before their first visit

Automate Your Member Onboarding with Stepper

Once a member submits their emergency contact form, you can use Stepper to automate what happens next:

• Send welcome emails with building access instructions and community guidelines
• Create member profiles in your CRM or property management system
• Assign key card numbers and notify security or front desk staff
• Update your workspace management platform with member preferences
• Schedule follow-up check-ins 30 days after onboarding
• Trigger Slack notifications to your community team when new members join

This means less manual data entry for your team and a smoother, more professional onboarding experience for members.

Security and Compliance You Can Trust

Member information—especially emergency contacts and medical details—is sensitive. Paperform is SOC 2 Type II compliant and offers enterprise-grade security features including:

• Data encryption in transit and at rest
• Role-based access controls for your team
• SSO for secure team login
• GDPR compliance tools
• Regular security audits

Your members' information stays private, secure, and accessible only to authorized staff.

Designed for Member Experience

In the competitive coworking industry, member experience is everything. This form template helps you:

• Reduce onboarding friction with a clean, intuitive form that takes just a few minutes to complete
• Show you care by collecting preferences and accommodations upfront
• Enable quick emergency response, giving members and their families peace of mind
• Personalize the workspace based on individual preferences and work styles
• Build trust through professional, organized member management

When members see that you've thought through every detail—from emergency protocols to desk preferences—they're more likely to renew and recommend your space to others.

Integrate with Your Existing Tools

Paperform connects seamlessly with the tools coworking spaces already use:

• CRMs like HubSpot, Salesforce, or Pipedrive for member relationship management
• Property management software like OfficeRnD, Nexudus, or Cobot
• Communication tools like Slack, Microsoft Teams, or Discord for community engagement
• Google Sheets or Airtable for easy member directory management
• Email marketing platforms like Mailchimp or ConvertKit for community newsletters

Plus, with Stepper or native integrations, you can connect to thousands of other apps and build custom workflows without code.

Get Started in Minutes

This template is ready to use right out of the box—just customize the fields to match your specific membership types, building access policies, and workspace options. You can:

• Add or remove fields based on your space's unique requirements
• Adjust conditional logic for different membership tiers
• Customize success messages and confirmation emails
• Embed the form on your website or member portal
• Share via direct link for mobile-first onboarding

With Paperform's doc-style editor, making changes is as simple as editing a document. No coding required.

Why Coworking Spaces Choose Paperform

Trusted by coworking spaces, property managers, and workspace operators worldwide, Paperform offers:

• Beautiful, on-brand forms that match your space's aesthetic
• No-code flexibility for community managers who need to move fast
• Powerful automation to reduce administrative overhead
• Enterprise security to protect sensitive member information
• Responsive support when you need help or have questions

Whether you're onboarding your first members or managing a portfolio of locations, this emergency contact form template helps you create a safer, more organized, and more professional coworking community.

Ready to improve your member onboarding? Start with this template and customize it to fit your coworking space's unique needs. Your members—and your team—will thank you.